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Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

  • 1.  Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-04-2022 06:43 AM
    From: Adriana Bitoun via aasp <Mail@connectedcommunity.org>
    Date: Tue, Oct 4, 2022 at 7:01 AM
    Subject: RE: FundSvcs : Contingent Bequest Intention
    To: <johntaylorconsulting@gmail.com>


    Oct 4, 2022 6:02 AM
    Adriana Bitoun

    Good morning Fundsvcs Community,

     

    I'd like to gain insights from your collective expertise and kindly request your assistance., I am conducting a study and research on gift administration/finance best practices, this data will be discussed at an upcoming workshop (CASE Gifts and Records management) where I will be faculty.

     

    What is your relationship with Finance/Treasury/comptroller?

    1. We are part of the finance team
    2. We are part of the development team
    3. We have a dotted line to both departments
    4. Other ____________________

    Are your gift processes independent from finance/treasury/comptroller?

    1. We process gifts after finance deposited and accounted for all money coming in
    2. We deposit to the bank and process gifts and send daily activity to finance
    3. Other ___________________

    Data Entry

    1. Our data entry is independent from finance, we enter and post gifts/pledges as needed
    2. Our data entry is dependent from finance, we enter and post gifts/pledges once finance completes their month end processes

    Reconciliation/Adjustment procedures

    1. We reconcile monthly and adjust entries once a month
    2. We reconcile monthly, we adjust entries once a week
    3. We reconcile monthly, we adjust entries as needed
    4. Other _____________________

      5. Are there any other specifics with your relationship with finance that impact your day to day process?

       

      I hope this is not too much of a burden, if I an get your responses by October 10, I grately appreciate it!

       

      Kind Regards, 

       

      LogoDescription automatically generated

      Adriana Bitoun

      Director, Advancement Services

       

      U.S. NAVAL ACADEMY

      ALUMNI ASSOCIATION & FOUNDATION

      274 Wood Road

      Annapolis, MD 21402

       

      p. 410-295-4150
      c. 562-805-8815
                



  • 2.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-04-2022 07:23 AM
    1. b
    2. b
    3. a 
    4. c

    Our finance/foundations accounting team reports through a separate vice chancellor (Finance and Administration) than development.

    ------------------------------
    Jeff Baynham
    Associate Vice Chancellor, Advancement Services
    NC State University
    jtbaynha@ncsu.edu
    ------------------------------



  • 3.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-04-2022 07:26 AM
    Thanks Jeff!

    Sent from my T-Mobile 5G Device
    Get Outlook for Android



    Original Message


  • 4.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-04-2022 08:50 AM

    B

    B

    A

    C

     

     

    Christine E. Adams bCRE-Pro      

    Senior Director of Advancement Services

    University of Hartford

    Office of Development and Alumni Affairs

    200 Bloomfield Avenue

    West Hartford, CT 06117

    P 860.768.2407

    C 860.461.6374

    F 860.768.2454

    E cadams@hartford.edu

     

     

    BlackbaudCertified_RE_Professionalhttps://linkprotect.cudasvc.com/url?a=http%3a%2f%2fbit.ly%2fBlackbaudUBadge&c=E,1,1mbEcDepV5t8WdKzK50COrEU-No2e1ofzag1D5wZQn_jo54LViVWnFldz5_RhK040BGl55mn0jRFnUrXUXmyeXLLL66ATdrcV_KGpFTQx6lso3a6YFkXOjwzD3E,&typo=1

     

    l-Development-Alumni-Affairs_DA1A32

       

    This message is intended only for the use of the addressee and may contain information that is privileged, confidential and exempt from disclosure under applicable law. If the reader of this message is not the intended recipient, or the employee or agent responsible for delivering the message to the intended recipient, you are hereby notified that any dissemination, distribution or copying of this communication is strictly prohibited. If you have received this communication in error, please advise the sender by reply e-mail of the error and then delete this e-mail immediately. Thank you.

     

     

     

     

     






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  • 5.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-04-2022 09:06 AM
    1. B
    2. C  (We deposit to the bank and process gifts and send weekly activity to finance)
    3. A
    4. C




    Original Message


  • 6.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-04-2022 09:19 AM

    B
    B

    A

    C

     




    Original Message


  • 7.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-04-2022 11:04 AM
    Hi, Adriana

    b.
    b.
    a.
    c.

    -Andrea




    Original Message


  • 8.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-04-2022 08:43 AM
    Same as Jeff.

    b
    b
    a
    c

    --
    Dan Snyder (he/him)
    Director of Advancement Services 
    Office of Institutional Advancement 

    Bennington College 
    One College Drive 
    Bennington, VT 05201 
    Office: +1 (802) 447-4238

    The World Needs More Bennington 
    The Bennington campaign aims to raise $150 million in support of students, faculty and renewing the campus with a focus on building the endowment for Field Work Term, financial aid, the Writing Seminars, and Public Action.

    To make a secure online gift click here. Or, for more information on ways to make a gift, including stock transfer instructions, please visit our website.



    Original Message


  • 9.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-04-2022 08:44 AM
    Thanks Dan!

    Sent from my T-Mobile 5G Device
    Get Outlook for Android



    Original Message


  • 10.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-04-2022 09:17 AM

    1 – B

    2 -  C – we process most donations as they are received, then deliver to Finance for bank deposit.  We run a feed each night that populates the data into the Finance system.  If a department/unit tries to deposit a donation directly with the cashiers office, they are instructed to take the donation to our office for processing.  Donations received by Finance via ACH or wire are deposited into a holding account and then our office moves the money to the correct index. 

    3 – A

    4 – C

     

    Colleen Hobson

    Associate Vice President Advancement Services

    Utah State University

    Tel: 435-797-1285  Fax: 435-797-1364

     






  • 11.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-04-2022 09:21 AM

    Hello,

     

    B

    A - for credit card gifts, securities/B for checks

    A

    C – close communication with Finance re: most adjustments

     

     

    Lisa Keaney

    Sr. Director, Advancement Services

    Advancement Office

    Suffolk University

    73 Tremont St.

    Boston, MA 02108

    617.573.8045

    lkeaney@suffolk.edu

     

     

     

     






  • 12.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-04-2022 09:37 AM

    Please see below.

     






  • 13.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-04-2022 09:41 AM
    1.B
    2.B
    3.A
    4.C



    ------------------------------
    Johnna Thomas
    Senior Director of Development Operations
    Eastern Kentucky University
    johnna.thomas@eku.edu
    ------------------------------



  • 14.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-04-2022 11:29 AM


    B.
    B.
    A.
    C.

    Our Foundation Accountant reports to the Finance Department.


    BLANCA E. MESTA-MARTINEZ

    Sr. Specialist, Donor Systems

    MLK Community Health Foundation
    1680 E. 120th Street 
    Los Angeles, CA 90059
    C (562) 445-7953
    blanca@mlk-chf.org
    mlk-chf.org | @yourmlkch








  • 15.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-05-2022 06:44 AM
    Adriana,

    1. B
    2. B with the caveat that we have a few gifts that do come straight to our finance office that are deposited by them, and then we are given that information so we can process in RE.
    3. A
    4. C:  We also reconcile daily/weekly for our own processes and monthly with our finance office.

    Sarah

     

    Sarah Lawlor | Senior Director of Advancement Services | Division for University Advancement

    University of North Carolina Wilmington | 910.962.7363| lawlors@uncw.edu 



    ------------------------------
    Sarah Lawlor
    Senior Director of Advancement Services
    The University of North Carolina at Wilmington
    lawlors@uncw.edu
    ------------------------------



  • 16.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-05-2022 07:11 AM

    B,B,A,C for us. Thanks for gathering this info.

     

     

    John Smilde

    Director of Gifts and Records Administration

    Advancement and Alumni Relations

    George Mason University

    4400 University Drive, MSN 1A3

    Fairfax, VA 22030

    703.993.8680

    jsmilde@gmu.edu

     

    This electronic message contains confidential information which is, in whole or in part,

    subject to exclusion from disclosure under the Freedom of Information Act pursuant to

    §2.2-3705.4.7. of the Code of Virginia.

     

     

     




    Original Message


  • 17.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-05-2022 07:11 AM
    1. b
    2. c – We record all checks, scan them then deliver the checks to finance to deposit. We receive notification (along with finance) of stock, and we authorize sale of stock. Finance notifies us when wires are received so we can record them. Nightly we post to Finance.
    3. a
    4. c


    ------------------------------
    Therese Morris
    Advancement Data Manager
    St. Paul's School
    Concord, NH United States
    tmorris@sps.edu
    ------------------------------



  • 18.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-05-2022 08:10 AM
    1. b
    2. b
    3. a
    4. c

    ------------------------------
    Diana Wilkins
    Director
    Creighton University
    dianawilkins@creighton.edu
    ------------------------------



  • 19.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-05-2022 09:41 AM

    1 b

    2 b

    3 a

    4 d daily

     

     

     

    Aaron Forrest CPA

    Senior Director Gift and Donor Services

    University of Rochester Office of Advancement

    585.275.2799 | aaron.forrest@rochester.edu

     




    Original Message


  • 20.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-05-2022 09:48 AM
    At St. Edward's University:

    1. b
    2. b
    3. a
    4. c
    5. We are working on compliance processes that are shared between advancement and finance.  We are small and do not have a compliance officer, so we are working together to develop a shared process.

    Best,
    Cheri Sullivan






    Original Message


  • 21.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-05-2022 09:55 AM
    D. We work closely with both Finance and Development, but Gift Processing is part of Advancement Operations, reporting to the COO, independent from both Finance and Development reporting structures. 
    B.
    A. 
    C.

    --
    Rebecca Vigeant
    Gift Processing Manager
    73 Upper College Road | Kingston, RI 02881


    Our mission is to inspire and steward philanthropic support benefiting URI and to inform and engage alumni as committed partners of the University, its mission, and its traditions. 

    Thank you and Go Rhody!





    Original Message


  • 22.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-05-2022 09:58 AM

    What is your relationship with Finance/Treasury/comptroller?

    1. We are part of the development team

    Are your gift processes independent from finance/treasury/comptroller?

    1. Other __We process gifts, then send gifts to finance to deposit with a daily transmittal report_________________

    Data Entry

    1. Our data entry is independent from finance, we enter and post gifts/pledges as needed

    Reconciliation/Adjustment procedures

    1. We reconcile monthly, we adjust entries as needed

     

     




    Original Message


  • 23.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-05-2022 08:43 AM
    1) b (The Gift Processing team is on the Development side, although the Advancement Services team otherwise reports up through the Finance side.)
    2) a
    3) a
    4) c

    ------------------------------
    Lianna Bodzin
    Assistant Director of Advancement Services
    Colorado School of Mines
    lbodzin@mines.edu
    ------------------------------



  • 24.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-05-2022 10:53 AM
    B
    B for credit card processing, A for all other donations
    A
    C

    Karen Warr, MPA, GPC
    Director of Development Operations
    Direct: 503-617-3821
    Internal: x2356
    Cell: 503-869-8290

    Pronouns: she/her/hers


    -------------------------------------------
    Original Message:
    Sent: 10-04-2022 06:42 AM
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    Original Message


  • 25.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-05-2022 09:56 AM
    Adriana, I thought I'd mention a couple of aasp Best Practices that could be useful resources for your session.  I updated both of these last year, and they are found here:


    • Reconciling Advancement and Accounting Financial Reports
    • Understanding the Differences Between Advancement Counting and Finance Accounting
    Also, the newest Advancement Services book - due out in early 2023 - will include a chapter by Maureen Procopio that digs into this topic: "The Advancement Services Evolution."  It addresses the shift in organizational structures and advancement services roles at a macro level. If you think her insights might be useful, please let me know, and I will connect the two of you.

    John

    John H. Taylor
    Principal
    John H. Taylor Consulting, LLC
    2604 Sevier St.
    Durham, NC   27705
    919.816.5903 (cell/text)

    Serving the Advancement Community Since 1987







  • 26.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-05-2022 11:37 AM

    Yay! Thanks John, this will work and of course proper credit will be due ��

     

     

     

    LogoDescription automatically generated

    Adriana Bitoun

    Director, Advancement Services

     

    U.S. NAVAL ACADEMY

    ALUMNI ASSOCIATION & FOUNDATION

    274 Wood Road

    Annapolis, MD 21402

     

    p. 410-295-4150
    c. 562-805-8815
              

     

     




    Original Message


  • 27.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-05-2022 01:43 PM
    b
    c (Wire transfers, stocks, and other complex assets start in Finance, then come to use. Cash, checks, and credit cards are processed directly by us)
    a
    c

    ------------------------------
    Sean Shappell
    Asst. Vice President, Information Services
    Lehigh University
    ses211@lehigh.edu
    ------------------------------



  • 28.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-06-2022 07:22 AM
    Hi John

    1. B
    2. B (deposits bags for cheques are taken to Finance for the bank to pick up)
    3. A
    4. We post to finance weekly sometimes twice a week depending on volume and adjust gifts as need, we reconcile credit card transactions monthly with Finance
    Tracy

    ------------------------------
    Tracy Glidden
    Manager, Alumni & Donor Services
    University of Waterloo
    tracy.glidden@uwaterloo.ca
    ------------------------------



  • 29.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-06-2022 09:26 AM
    1. b
    2. b
    3. a 
    4. c

    ------------------------------
    Alex Burroughs
    Assistant Director to Advancement Services
    Lyon College
    alexandrya.burroughs@lyon.edu
    ------------------------------



  • 30.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-06-2022 09:48 AM

    1.b

    2.b

    3.a

    4.c

     




    Original Message


  • 31.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-10-2022 07:51 PM

    What is your relationship with Finance/Treasury/comptroller?

    We are part of the development team

     

    Are your gift processes independent from finance/treasury/comptroller?

    Other: WE process the gifts and send the checks to Finance to deposit; Finance lets us know of ACH & Stock gifts and then we record in our system.

     

    Data Entry

    Our data entry is independent from finance, we enter and post gifts/pledges as needed

     

    Reconciliation/Adjustment procedures

    We reconcile monthly, we adjust entries as needed

     

     

    Lara Couture

    Director of Advancement Services

    Pronouns: (She/Her/Hers)

     

    Office: 262-951-3101

    carrollu.edu

     

     

    100 N. East Avenue | Waukesha, WI 53186

     




    Original Message


  • 32.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

    Posted 10-07-2022 07:36 AM
    Would love to see the results of this survey!

    What is your relationship with Finance/Treasury/comptroller? b. We are part of the development team

    Are your gift processes independent from finance/treasury/comptroller? c. Other: There are parallel processes for FInance to deposit and account for the money coming in and for us to process gifts. Once a week, we reconcile the past week's activity with Finance. 

      Data Entry a. Our data entry is independent from finance, we enter and post gifts/pledges as needed

        Reconciliation/Adjustment procedures d. Other: we reconcile weekly and adjust entries as needed

           



          ------------------------------
          Leah Richards
          Director of Advancement Services
          St. John Fisher College
          lrichards@sjfc.edu
          ------------------------------



        1. 33.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

          Posted 10-07-2022 07:54 AM


                a. We are part of the development team

          1. We process wires and stock gifts after finance notifies us of the gifts and
          2. We deposit checks electronically to the bank and process gifts and send daily activity to finance (cash gifts are deposited by finance), 

              a. Our data entry is independent from finance, we enter and post gifts/pledges as needed. Our systems don't talk to one another, deposits are being entered again in the business office. (We are working on fixing this.)

          c. We reconcile monthly, we adjust entries as needed




          ------------------------------
          Michelle Lancto
          Director of Advancement Services
          Elms College
          lanctom@elms.edu
          ------------------------------



        2. 34.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

          Posted 10-07-2022 08:31 AM
          1. B
          2. B
          3. A
          4. D, We reconcile daily and adjust entries as needed.

          ------------------------------
          Nick McCaffery
          Sr. Director of Financial and Administration
          Rochester Institute of Technology
          nmmdar@RIT.EDU
          ------------------------------

          Original Message


        3. 35.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

          Posted 10-07-2022 02:58 PM

          B
          B
          A
          C



          ------------------------------
          Jana Fross
          Operations and Data Coordinator
          HaysMed Foundation
          jana.fross@haysmed.com
          ------------------------------



        4. 36.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

          Posted 10-11-2022 10:36 AM

          What is your relationship with Finance/Treasury/comptroller?

          1. We are part of the development team

          Are your gift processes independent from finance/treasury/comptroller?


          1. We deposit to the bank and process gifts and send WEEKLY activity to finance
            Other ___all gifts are simultaneously processed by both, except finance posts all  things to one gift account.

          Data Entry

          1. Our data entry is independent from finance, we enter and post gifts/pledges as needed

          Reconciliation/Adjustment procedures

          • We reconcile monthly, we adjust entries as needed

          Are there any other specifics with your relationship with finance that impact your day to day process?

          We have a wonderful working relationship with our Controller's office. But the two have been very siloed for years and it shows. This clearing account thing we have going on is a big problem. It hasn't been truly reconciled in years.  



          ------------------------------
          Cameron Alzubi
          Director, Gift Administration
          Illinois Institute of Technology
          calzubi@iit.edu
          giftadmin@iit.edu
          ------------------------------



        5. 37.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

          Posted 10-27-2022 02:34 PM

          Dear Community

           

           

          Thank you for ALL your responses, we received 32 responses from 32 institutions. The results or the survey follow. I want to thank the community for your help, I shared he data during a presentation and was well received. I also want to thank @John Taylor for sharing information and also for pointing me to @Maureen Procopio. Their work and the expertise they shared really resonated and was directly correlated to the presentation. I talked about Digital Transformation and Automation Operations however all the work points to the organizational structure and where we fit in the bigger picture. Really eye opening – Advancement Services and all it encompasses (Gift Admin/ Prospect Development/ IT/ Data) are becoming a central intelligence unit that drives information and business decisions.

           

          Overwhelmingly we are:

           

          Part of Development (B)

          We process gifts Daily (B)

          We enter independently of Finance (A)

          We reconcile monthly and adjust as needed (C)

           

          Thank you all!!!

           

           

           

           

           

           

           

          LogoDescription automatically generated

          Adriana Bitoun

          Executive Director, Advancement Services

           

          U.S. NAVAL ACADEMY

          ALUMNI ASSOCIATION & FOUNDATION

          274 Wood Road

          Annapolis, MD 21402

           

          p. 410-295-4150
          c. 562-805-8815
                    

           

           




          Original Message


        6. 38.  RE: Gift Administration/Finance Best Practices Survey - Adriana Bitoun Author

          Posted 01-26-2023 06:13 PM
          1. b
          2. c; Checks are endorsed and sent to us from Finance, then we record them to our DMS and return them to Finance. Finance deposits to bank. Deposit Reports are sent to Finance regularly and we reconcile FYTD monthly.
          3. a
          4. c

          ------------------------------
          Melissa Rufener
          Advancement Services Manager
          Life Pacific University
          mrufener@lifepacific.edu
          http://www.lifepacific.edu
          ------------------------------



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